Placing a Purchase Order

Placing a Purchase Order

A Purchase Order is a document that formally orders goods and services or confirms the approval of a Purchase Requisition. The Purchase Order will be used to complete the purchase process, or will go to the Vendor dependent on your company's terms.

This article will show you, a Emburse Professional AP Submitter, how to place a Purchase Order.

  1. Click the Create button on your Emburse Professional AP Dashboard, then select Purchase Orders from the drop-down menu.

    Create menu on My Submissions with Purchase Orders option.

  2. First, select how to group the line items. 

    Generate Purchase Orders page with Group By Vendor, Requisition, and Vendor/Bill To Department links.

    • By Vendor: Combines all line items that share a common vendor and groups them to become one purchase order.
    • By Requisition: Keeps all line items together on their respective requisitions and will result in individual purchase orders for each vendor represented on the requisition.
    • By Vendor/Bill to Department: Separates line items into separate purchase orders if they have separate Bill To addresses associated with them.
  3. Depending on company configurations, submitters may be able to Edit individual items before submitting. To do so, click the pencil icon.

    CDW requisition line with pencil edit icon on a keyboard item.

  4. Edit the details about the product here, including Quantity, Department, GL Account, and Project.

    Emburse Professional AP showing Quantity, Department, GL Account.

  5. To replace a line item with a different item, type your search criteria, and click Search. 

    Search Internal Product Catalogs form with Description/SKU field and Search button.

  6. Add the item directly to the purchase order by clicking the green plus icon. This automatically replaces the old item. 

    Catalog search results with green plus Add Item button for Wireless Mouse.

  7. Click Save Changes to complete the process.

    Edit requisition line item with Save Changes.

    When making changes on this page, depending on company settings, an approver may need to re-approve the requisition before generating a purchase order. If that is necessary, a pop-up appears stating this after clicking Save Changes.

  8. Click Back to go back to the Generate Purchase Order screen.

    Back button on the Edit Substitute Requisition Item page.

  9. Enter any comments to the vendor.

    Enter any comments to the vendor.

  10. Check the box on the right side of the requisitions to order the items.

    Order Pending vendor sections with Order checkboxes and Comments To Vendor fields.

  11. Next, click Generate Purchase Orders.

    Emburse Professional AP showing Generate Purchase Orders.

  12. A pop-up window appears. Click OK to confirm the purchase order information. 

    Browser confirmation dialog to generate purchase orders for selected vendor groupings.

  13. Submitters are re-directed to the Place Purchase Orders page, where the individual gerated purchase orders are listed.

    Emburse Professional AP showing Place Purchase Orders.

  14. To place purchase orders, there are four methods to choose from:

    Place Purchase Orders options Print, Fax, Email, and Punchout.

    • Print: This link allows submitters to print out a copy of the purchase order. After printing, users can continue to place the purchase order by fax or email.
    • Fax: This link allows submitters to fax an electronic copy of the purchase order to the vendor if they have an available fax number.
    • Email: This link allows submitters to email an electronic copy of the purchase order to the vendor if they have an available email address.
    • Punchout: This link is only available for online vendor purchase orders. When clicked, it will send an electronic order to their website.
  15. After placing the purchase order using one of the four methods, a confirmation message appears at the top of the screen.

    Confirmation banner that the purchase order was emailed successfully.

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